IT Modernization in State Government Drivers, Challenges and Successes. Bo Reese State Chief Information Officer, Oklahoma NASCIO President

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1 IT Modernization in State Government Drivers, Challenges and Successes Bo Reese State Chief Information Officer, Oklahoma NASCIO President

2 Top 10: State CIO Priorities for Security 2. Cloud Services 3. Consolidation/Optimization 4. Digital Government 5. Budget and Cost Control 6. Shared Services 7. Broadband/Wireless Connectivity 8. Data Management and Analytics 9. Enterprise IT Governance 10. Agile and Incremental Software Delivery Source: NASCIO State CIO Ballot, November 2017

3 Targets of Enterprise Consolidation Data Centers /Collaboration Telecom/Networks Servers Storage Desktops Content Management Security Help Desk Software Licenses Disaster Recovery/Back Up Automation Tools Application Development Business Intelligence/Analytics Project Management Imaging/Archiving Mobile Device Management Identity Management Contracts IT Staff

4 GU WA OR NV CA Enterprise Data Center Consolidation MT ND ID SD WY NE UT CO KS AZ OK NM TX Source: NASCIO 2016 State CIO Survey with 2017 updates NH VT ME MN MA WI NY MI RI IA PA NJ CT IL IN OH DE WV MO KY VA MD TN NC DC AR SC MS AL GA LA HI AK Consolidated FL PR KEY: In progress Planned VI

5 Rationale for IT Consolidation Reduce diversity and complexity of environment cost savings Economies of scale reduce operational costs Strengthen IT security Promote enterprise integration and applications Introduce process standards: ITIL and ITSM Improved support for legacy systems Centralize infrastructure maintenance and upgrades Improve disaster recovery/business continuity Reinvestment of spend to services, agency priorities

6 The Success Playbook Engage with other states to identify lessons learned Have a plan - defined process with gap analysis Document the as is - baseline of assets Spend analysis - capture the known costs, hidden costs Create strategic roadmap with reasonable milestones Establish a governance structure for shared decision-making Engage the agency stakeholders early Constant communication expect resistance Address federal cost allocation Re-negotiate existing contracts Manage expectations and expect surprises Capture and report cost savings

7 Challenges to Consolidation Initiatives Agency/workforce resistance to change Lack of funding/investment to prepare for consolidation Agencies desire to remain autonomous Problems moving infrastructure from the agencies Backlash when consolidation doesn t meet agency business needs Higher than projected costs Seeking exemptions from federal statutory and regulatory requirements

8 State of Oklahoma Story: Consolidation, Unification, Optimization 2011: 30 data centers, 76 financial systems, 129 and blackberry servers, 22 unique time and attendance systems, 17 different imaging systems, 7 mainframes, 32,000 workstations of which 20 percent were older than four years. Consolidation: Completed consolidation for 77 mandated agencies and 33 volunteer agencies over the past 60 months (FY 2011 to FY 2016). $372 million in estimated savings and reduced spend. Unification: One IT Unification every two weeks; 1,298 technology projects completed;1,923 agency specific enhancements; One major milestone every 13 hours. Service Rate: Changed to a service rate model in 2016 as outlined by our legislators in ITCCA in Oklahoma Cyber Command: 24/7 response to cyberattacks. Office 365: Over 7,000 users across 51 state agencies use this tool. Innovate Oklahoma: Goal of finding innovative ways to leverage technology while supporting Oklahoma s tech startup sector. Network connectivity for education: Minimum connectivity goal of 100 kbps per student was met by 97 percent of school districts representing 580,715 students.

9 Critical Success Factors Strong support from the state leadership Establishing trust with stakeholders Effective governance model with a shared vision Choosing the correct implementation strategy to ensure buy-in Workforce impact - motivating staff through the transition

10 Questions? Contact Information: Bo Reese Office of Management and Enterprise Services State Chief Information Officer, Oklahoma